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Business Forum

August 20, 2020

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Welcome to the Business Forum via Teams

What to expect:

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Agenda

• Budget Partner Group

• Accounting and Reporting Partner Group

• Key Announcements

• Yearend Balance Rollforward

• Finance personnel changes

• Finance Customer Care

• Travel Update

• Airline Program

• Mileage Reimbursement

• PPE Guidelines

• Shred-it

• Direct Deposit

• New PCards

• FARM

• Concur updates

• OBI Dashboards

• Bursar – Sherry

• JET & Function 42

• Cost Share

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Budget Partner Group

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Budget Partner Group Agenda

• BPG Charge

• BPG Representation

• BPG Goals

• Update on Goals

• BPG: Planning Unit Impact

• BPG: University

• FY21 Budget Update

• Discussion & Questions

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Budget Partner Group ChargeCo-chairs: Tia Barrett & Katie Hensel

To facilitate productive communications between the

planning units and the Office of Budget Planning and

Analysis to enhance the tools, training, and resources

that make the annual budgeting process efficient,

meaningful and accurate.

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Budget Partner Group Representation

The Budget Partner Group is co-chaired by the Director of Budget Planning & Analysis and a member of the RC Strategy Group, as selected by the RC Strategy Chair.*

RC-Strategy Co-Chair:

Tia Barrett, College of Health Sciences Professions CFAO

All campus planning units have at-least one member on the committee.

*The RC Strategy Group Co-chair serves a 2 Year term.

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Budget Partner Group Goals

• Primary Focus : Enhance existing tools and develop new tools

that facilitate efficient OHIO budgeting

• Train members on how to effectively budget and estimate revenues

and expenses

• Facilitate dialogue among members to encourage the sharing of ideas

and techniques used across the University for effective budgeting

• Communicate best practices in budgeting to other planning units

• Communicate the status of the University’s priorities and budget

process

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FY22 Budget Submission Materials

FY21 BPG Goals: Refinement

Planning Unit:

➢ Enhance and refine the compensation planning tool(introduced in FY21) that allows unit’s to budget for personnel, by position and cost center

➢ Maintain the functionality that builds future budgets based on the FY22 base, enhances efficiency in budgeting planning

➢ Continue to integrate central planning assumptions into planning unit budget tools for consistency

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FY21 Expense Driver: Focus on Compensation (% of Total)FY21 Budget Book

Fact Sheets

50% 49% 49% 48% 50% 50% 50% 50% 50% 50%

18% 17%17% 16%

15%16%

16% 16% 17% 17%

32% 34%

35%36%

35%34%

34% 34% 33% 32%

$-

$100

$200

$300

$400

$500

$600

$700

$800

FY 2011 FY 2012 FY 2013 FY 2014 FY 2015 FY 2016 FY 2017 FY 2018 FY 2019 FY 2020

Salaries & Wages Benefits Non Compensation Expenses

68% 66%

66%66%66%

65%64%66%

67%67%

Expense Management

In millions

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BPG Goals

University Outcomes:

• OHIO’s Compensation expense represents more than 65% of OU’s annual budget

• Prioritizing compensation forecasting allows the institution to refine base budget assumptions

• FY22 will require multi-year rebalancing, focus on using tools to refine and understand base expenses first

FY22-27 Budget Planning Impacts Everyone

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FY21 Budget Update

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FY21 Revenue Driver – 2020 vs 2019 Enrollment AssumptionsSEEC Scenarios

Revenue Stability

-1.6% -3.3%-6.1%

-11.5%-6.4% -4.5% -1.8% 2.7%

18,209 17,925 17,325

16,272

14,399

13,475 12,863 12,633 12,974

FY17 FY18 FY19 FY20 FY21 Proj FY22 Proj FY23 Proj FY24 Proj FY25 Proj

-5.2%-5.2%

-8.8%

-18.0%-12.0%

-10.0% 0.0% 0.0%

12,144

11,513

10,912

9,957

8,164

7,185

6,466 6,466 6,466

FY17 FY18 FY19 FY20 Proj FY21 Proj FY22 Proj FY23 Proj FY24 Proj FY25 Proj

-0.5% -6.1%

5.0% 7.1%

-1.7% -5.9% -0.6% 0.1% 0.0% 0.1%

7.0%-3.1% 1.0% 3.0% -0.1% 0.5%

8,048 8,190 8,150 8,336 7,955 7,971 8,093 8,090 8,113

FY17 FY18 FY19 FY20 Proj FY21 Proj FY22 Proj FY23 Proj FY24 Proj FY25 Proj

Graduate FTE Off-Campus Grad FTE (Prof/Online) Graduate FTE - Projected Off-Campus Grad FTE (Prof/Online) - Proj Total Graduate Graduate FTE - June 2019 Proj

-3.2%-5.0%

-7.6%-8.5% -6.0% -6.0% 0.0% 0.0%

7,736 7,487

7,113

6,572

6,015 5,655

5,316 5,316 5,316

FY17 FY18 FY19 FY20 FY21 Proj FY22 Proj FY23 Proj FY24 Proj FY25 Proj

Athens Undergraduate Headcount RHE Undergraduate FTEs

UG OHIO Online FTEsGraduate: Traditional, Online & Professional FTEs (Excluding HCOM)

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FY17-25 Tuition & Fees Forecastin millions

FY21 Budget Book

Section 2 & 5

Revenue Stability

$186.9 $183.9 $182.8 $180.9 $176.0 $169.8 $161.9 $135.4 $127.9 $122.9 $123.0 $134.7

$27.5 $27.2 $26.3 $25.0 $26.0 $26.3 $23.6

$22.1 $20.9 $19.7 $19.7

$19.7

$30.8 $30.0 $29.9 $29.7 $29.4 $28.7 $26.1

$21.6 $19.3 $18.7 $19.6

$22.7

$46.8 $48.3 $48.4 $54.3 $50.4 $55.6 $51.1

$51.4 $52.7 $54.2 $54.2

$54.5

$32.4 $38.8 $38.7 $42.1 $43.0 $45.2

$44.2

$46.5 $47.8 $47.6 $47.5

$49.0

$95.4 $92.9 $92.2 $91.4 $90.9 $87.7

$68.4

$68.7 $67.7 $76.0 $79.4

$84.0

$419.7 $421.1 $418.3 $423.4 $415.6 $413.3

$375.4

$345.7 $336.3 $339.1 $343.5

$364.5

$433.0

$451.9 $469.5

$488.4 $506.0

$-

$100.0

$200.0

$300.0

$400.0

$500.0

FY17 Actuals FY18 Budget FY18 Actuals FY19 Budget FY19 Actuals FY20 Budget FY20 Forecast FY21 Budget FY22 Forecast FY23 Forecast FY24 Forecast FY25 Forecast

UG Athens Net Tuition UG eLearning Net Tuition RHE Net Tuition Athens Graduate Net Tuition HCOM Net Tuition Room & Board June 2019 Net Tuition & Fees

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FY21 Revenue Driver – SSIOU SSI & Shares:

In millions

FY21 Budget Book

Section 4

Note: OU’s FY21-25 SSI forecast is based on SEEC enrollment projections with no assumed change in other public university enrollment shares

FY17Actuals

FY18Actuals

FY19Actuals

FY20Budget

FY20Actuals

FY21Budget

FY22Forecast

FY23Forecast

FY24Forecast

FY25Forecast

OU Statewide Share 10.3% 10.6% 10.9% 11.4% 11.3% 11.2% 10.9% 10.4% 9.8% 9.5%

OU SSI $157.4 $160.9 $166.7 $170.4 $168.3 $161.0 $155.9 $149.6 $149.6 $144.4

HCOM - SSI 15.5 17.1 19.4 21.2 20.5 20.3 20.3 20.3 20.7 20.5

OU SSI, UG & Graduate 141.9 $143.8 $147.3 $149.2 $147.8 $140.7 $135.6 $129.3 $129.0 $123.8

141.9 $143.8 $147.3 $149.2 $147.8 $140.7

$135.6 $129.3 $129.0

$123.8

15.5 17.1

19.4 21.2 20.5

20.3

20.3

20.3 20.7

20.5

$157.4 $160.9

$166.7 $170.4

$168.3

$161.0

$155.9

$149.6 $149.6

$144.4

100.0

110.0

120.0

130.0

140.0

150.0

160.0

170.0

180.0

Revenue Stability

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Budget Planning: Enrollment VariancesEnrollment Changes: Impact on Budget Planning

FY22 Budget: July 2020 SEEC enrollment

• SEEC Enrollment Planning assumptions revised with market-based approach

• Planning Unit program and direct revenue growth continues to be evaluated and monitored

• Cautious, steady growth in targeted areas

• Planned investments in the Athens Undergraduate financial aid

Next Steps: Measure Academic and Administrative Unit achievement of budget goals and Rebalance the FY22-27 Budgets

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Questions?

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Budget Development and BPG

Budget Partner Group Questions?

Katie Hensel, Budget Director

hensel@ohio.edu

740.597.3218

Tia Barrett, College of Health Sciences Professions CFAO

barrettt@ohio.edu

740.593-4718

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Accounting and Reporting

Partner Group

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• Co-chairs:

– Kris Sano, Director General Accounting & Financial Reporting

– Kari Saunier, CFAO Fine Arts

Accounting & Reporting Partner Group

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• Review processes, tools, documentation/training

• Work collaboratively to improve the efficiency and quality of

our accounting practices and controls.

• The initial scope of this Partner Group will also develop

specifications for improved financial reporting from the

General Ledger, Grants, Payroll, Receivables and Cash

Management.

Accounting & Reporting Partner Group

Charge

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Accounting & Reporting Partner Group

The table below describes what is and what is not included in the scope of this

group:

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Accounting & Reporting Partner Group

Representation

• Business – Jessica Creamer

• Education – Beth Lydic

• Engineering – Becky Maccombs

• Foundation – Bo Richardson

• Health Sciences – Tia Barrett

• Voinovich School – Gina Johntony

• HCOM – Kelly Coates

• Regional Campuses – Kim Hayden

• Student Affairs – Tim Epley

• VPF&A Business Service Center – Moriah Hudspeth/Marjorie Mora

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Progress

• Discussed the change to Transaction Export to

Sectioned vs. Tabular option

• Discussed JET template improvements/changes –

60 day rules details

• Helped facilitate and plan for changes from

Function 42 to other appropriate function codes

• Clarified JET upload expectations for different types

of corrections (Concur vs. Internal Billing, etc)

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On-going items

• Considering budget only object codes

• Review payroll reports, in conjunction with other

groups

• Continuing to partner with Finance for OBI

improvements

• Develop training tips and tricks

• Build out function training resources

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Discussion Questions

• Please share Accounting or Reporting feedback

to your partner group representative or email a

co-chair

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Questions?

• Kris Sano, sanok@ohio.edu

• Kari Saunier, saunierk@ohio.edu

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Key Announcements

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• Plan to run process on Monday, August 31

• Changes for FY20

• CFAOs have the fund balance reference template

for unrestricted balance rollforward status from

Budget Planning

• See the CFAO for questions regarding the process

Year End – Balance Rollforward

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• Accounts Payable and Capital Projects Finance groups consolidated

• Rachel Patrick, Director of Payments and Capital Spend

• Purchasing:

• Rusty Thomas - Purchasing Manager

• Tim Yake – Contracts Manager

• Brandy Haye - Purchasing Coordinator

Finance Personnel Changes

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• New staffing level – 1 FTE (down from 3 FTE)

• New Hire – Isaac Simpson – Started Monday, August 17th

• FCC is no longer monitoring the phone line

• Email financecustomercare@ohio.edu for assistance• A ticket will be created

• Ticket will be routed to correct department for resolution

Finance Customer Care

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• In-state travel ban has been lifted; all other travel is suspended until further notice

• All travel must be booked through travel management company, CBT, in accordance with policy

• If you need an exception, prior to booking any travel, use the following process:• Administrative Unit Requests - must be approved by the

planning unit VP

• Academic Unit Requests – should be addressed to the Provost Office for review

• Research or Creative Activity – must be approved by Joe Shields

Travel Restrictions Updates –

SUBJECT TO CHANGE!!!

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• Travel Office has been busy working with the Inter-University Counsel-Purchasing Group (IUC-PG) and CBT to develop an airline discount program

• What is this program? • New discount programs with several airlines over the

next several months. This is just one example of our ability to collectively leverage travel spend among the Ohio universities to both secure better pricing from our suppliers and services for travelers

Airline Savings Program

Development

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• FY21 mileage reimbursement rates (per

GSA) have remained unchanged at $0.575/mile

• State of Ohio Sponsored Awards

• Office of Budget Management has issued the

mileage reimbursement rate for FY21

• Decreased from $0.52 per mile to $0.45 per mile

• Only for grants that allow travel to be reimbursed

Mileage Reimbursement Updates

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• You must order your PPE supplies through each planning unit’s coordinator

• Individual departmental purchases must NOT BE made via PCard or any other purchasing methods

• You may buy programmatic PPE through preferred suppliers in BobcatBUY• PPE is still a challenge to source and vendors often have

long delivery times or are out of stock

• Purchasing has established some new vendor relationships to address PPE needs (only available by contacting PPE@ohio.edu)

PPE Purchasing Guidance

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• Contract extended through June 30, 2021• Includes a 2% increase per pickup and 7.5% recycling

surcharge

• All pick ups must be scheduled by emailing michelle.caudill@stericycle.com and reference your purchase order number and location for pickup.• It is your responsibility to make arrangements to

ensure Shred-It can get into the facility and pickup

• Please use the Object Code 734500 – Waste Collection/Removal

Shred-It Updates

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• As of March 16, 2020 all new suppliers must use direct deposit for payments

• Implemented to ensure business continuity (all the time, not just during the COVID-19 pandemic)

• Provides the University cost savings by eliminating check stock, ink and reducing time spent producing and matching checks

• Finance has been reaching out to current vendors to convert from check to direct deposit

Direct Deposits for New Suppliers

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• Bank of America is the new Purchasing Card

provider

• Planning to distribute new cards to cardholders

mid/late October - subject to change as a result

of COVID impacts

• Will be later this month before we can release

pcard recommendations

New PCards Coming Soon!

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• Due to extensive reorgs, staffing changes,

extended furloughs, etc., planning units need to

review FARM for updates

• FARM

• Ensure approvers are updated for any changes so

that transactions don't get delayed due to

approver issues – see FARM QRGs

FARM Updates

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• Review the default cost centers for all employees in your planning unit

• If there are errors the employee information in Concur will fail to update and may cause issues with the employee’s transactions

• Use the Concur Defaults dashboard to review information – see QRG's• OBI - Concur Defaults

• eBiz - Setup Concur Default Cost Center

Concur Default Cost Centers

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• Most common errors include

• INVALID GL ACCT or INVALID PTA

• APPROVER (Supervisor) NOT IN CONCUR

• EMPLOYEE ORG NOT VALID (HR organization

isn’t active)

Concur Default Cost Centers

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• FARM Approvers – Now offers ICD approval roles in the prompts

• Many planning units have reorganized, please ensure your approvers in FARM are up to date

• GL Transaction Export – A new Report Type prompt was added and allows you to choose a Sectioned report, that shows a section header for each account string OR a Tabular Report that just displays the transactions

OBI Dashboard Updates

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• GL Transaction Export and Grants Expenditure Inquiry –Prompts were added to select transactions for Journal Entry Tool (JET) Preparers and Processors

• HR: Absence Management – Furlough days and voluntary furlough personal days were added to the Absence Management Dashboard

• HR: Appointment Information and Costing – Columns were reordered on the dashboard• Salary information was moved to the first screen of data

• Org Campus and Location Name columns were hidden to create room for additional data to be shown on screen

• For more information review this article in Business Matters

OBI Dashboard Updates

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• Office of the Bursar will remain closed to in-

person transactions until further notice with staff

members working remotely

• Staff members coming in multiple times a week to

process deposits and mailed payments

Office of the Bursar Updates

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• Deposits must be placed in the drop box located inside the south entrance doors on the ground floor of Chubb Hall (Court Street side of the building)

• Seal the deposit or payment in an envelope or bag with appropriate identifying information (e.g. deposit form, Cashnet deposit report, account number, PCard refund form, etc.)

• A receipt will be emailed if an email address is provided. Deposit bags will be returned via campus mail with a receipt enclosed, so please include your campus address with the deposit

Office of the Bursar UpdatesDeposits

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• Students may no longer make payment toward

student accounts with cash

• Collection of cash should be discouraged

across campus whenever possible

Office of the Bursar UpdatesCash

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• Departmental change requests should be emailed to cashier@ohio.edu at least two business days prior to the need

• Several departments are going cashless for fall as well as the coin shortage in the US may cause a delay in the change order fulfillment

• An eMarket may be an option for your collection needs. Contact cashier@ohio.edu to review needs and options.

Office of the Bursar UpdatesChange Requests and eMarkets

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• When staging a JET entry prepared by

someone else, change the Preparer Field’s

default value to the name of the Preparer of the

Journal Entry

Changes to the JET Upload Process

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• Function 42 – Deans and Provost has been retired and transactions should be transitioned to function 40 – Academic Support

• After June 2020 period is closed, we will disable function 42 in all systems

• Once the function is disabled, internal billings, journal entries, Concur, BobcatBUY transactions, etc. that use Function 42 will fail; units will have to utilize function 40

• Historical data will not be remapped to function 40

Disabling of Function 42

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A GL default account number is now required at the time of budget submission

through the Office of Research and Sponsored Programs

Cost Share Award Process Update

The GL default account number is provided by the

department or planning unit on the budget template which is

uploaded to LEO with the transmittal form

The Grants Accounting office will then receive the set up for cost share account (PTA) from

the Office of Research and Sponsored Programs which

includes the GL default account number

Once Grants Accounting sets up the award, the GL default

cost center is used to fund the cost share PTA

Grants Accounting notifies the Principal Investigator and

department contact (if known) and provides the GL default account number that will be processed to fund the cost

share award and the amount funded

Department completes a JET entry to transfer funding to the GL default account number using object code 630300 FUNDING TRANSFER COST SHARE for the amount funded. The following entry is completed:

• Debits (charges) the PTA or GL accounts (cannot be a sponsored PTA)

• Credits the default cost center

Departments must fund the award for at least the first year

if the budget is a multi-year budget. If the award is not multi-year, the cost share

award must be funded up front for the full amount.

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Wednesday, October 14

10 AM-12 PM

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to finadmin@ohio.edu. Your input is welcome!

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